Fire Alarm and Fire Protection Systems Contract

The West Virginia Division of Corrections and Rehabilitation (DCR) is soliciting bids through an Agency Request for Quote (ARFQ 0608 DCR2600000080) to establish an open-ended master agreement for comprehensive fire alarm and fire protection systems services at Denmar Correctional Center and Jail located in Pocahontas County. The procuring entity seeks vendors to provide inspections, testing, repairs, replacement parts, and installation of new devices and equipment for fire alarm systems, fire sprinkler systems, fire suppression systems, fire doors, and backflow preventer devices on a quarterly, semi-annual, and annual basis as required. Required deliverables include quarterly inspections and testing of fire protection systems (sprinkler systems, fire hydrants, fire pumps, and stand pipe systems); annual inspections and testing of fire alarm systems and batteries; semi-annual inspections and testing of kitchen fixed fire suppression systems and fire extinguishers; annual 13-point NFPA fire door inspections (estimated ten doors); annual backflow preventer device inspections and testing (estimated five devices); and five-year internal pipe inspections for fire suppression sprinkler systems. Contractors must submit a single flat annual rate for all inspections and testing, separate hourly rates for labor categorized by regular, overtime, holiday, and emergency time, and a percentage markup on parts (with shipping and freight costs reimbursed as pass-through expenses without markup). Qualified contractors must hold a West Virginia Contractors License, employ factory-trained technicians with a minimum of five years' experience in fire alarm and fire protection systems, maintain all applicable state fire marshal licenses, and comply with current NFPA and National Electric Code standards. Additionally, contractors must possess the capability to program multiple fire alarm system brands including Simplex/Grinnell, Fire-Lite Alarms, Edwards Systems, Honeywell, Johnson Controls, and Potter. The deadline for submitting questions is February 5, 2025 at 2:00 PM EST, with bid submissions due on February 6, 2026 at 10:30 AM EST, followed by public bid opening at 11:00 AM EST on the same date. All inquiries should be directed to Philip K. Farley, the buyer, at (304) 549-1050 or philip.k.farley@wv.gov.

There are no set-aside designations or restrictions identified for disadvantaged enterprises in this procurement; however, all interested vendors must comply with Division of Corrections and Rehabilitation facility security requirements, including background checks, security orientation, tool accountability, and sign-in/sign-out procedures, with violations potentially resulting in facility banishment. Contractors are prohibited from subcontracting work on fire alarm systems, fire sprinkler systems, fire suppression systems, and fire and safety equipment, meaning all work must be performed directly by the awarded contractor's personnel. The contract is structured as a one-year initial term with potential for four successive one-year renewals, contingent upon mutual written consent and approval by the DCR and the Attorney General's office. Vendors must submit a five percent bid bond with their proposal, and the apparent low bidder must provide performance and labor/material payment bonds equal to 100 percent of the contract amount prior to award. The maximum total contract value cannot exceed $500,000.00 across all initial and renewal terms, delivery orders, and change orders. No incumbent vendor or current contractor information is specified in the solicitation documents. Invoicing and shipping are directed to Denmar Correctional Center at 4319 Denmar Road, Hillsboro, WV 24946, and contractors must maintain continuous 24/7/365 emergency telephone service with response within two hours and on-site arrival within 24 hours, with one-year warranties required on all installed parts and labor.